Switch coaching software without losing clients.
A 21-day sequenced playbook used by coaches migrating from Trainerize, TrueCoach, Everfit, MyPTHub, and FitBudd. Day-by-day instructions, the announcement template that keeps clients on board, and the 5 mistakes that cause migration churn.
- Per-platform CSV export instructions for all 5 major platforms
- The exact announcement template that frames the switch as a service upgrade — not a cost decision
- Tier-wave migration sequencing so you don't burn out on day 16
- Common gotchas at every phase (the ones that cost coaches clients)
What's inside the playbook.
Day-by-day sequencing across five phases. Each phase has a specific goal, the actions to take, and the common gotcha to avoid.
Export everything
Get your data out of the old platform before anything else. Per-platform export instructions for all 5 major platforms — including FitBudd's 48-72hr support email turnaround.
Pilot in parallel
Onboard 2–3 willing pilot clients on the new platform while keeping them on the old one. Frame the test as something you're doing, not something they are.
Announce the switch
The exact announcement email template that increases retention through the transition. Plus: how to frame the switch so clients hear "service upgrade", not "platform problem."
Migrate in tier waves
Wave 1 (top 5 spenders) → Wave 2 (next 15-20) → Wave 3 (everyone else, including dormants). Why one-day blanket migrations burn coaches out and tank install experience.
Cancel the old platform
Why you wait until day 21 even if it costs an extra few days of overlap. Final fresh export, archive procedure, and the FAQ window that opens after Day 21.
The 5 mistakes that cause client loss.
Every migration that loses 10%+ of the roster does at least one of these. The full playbook covers all 5 with the corrective sequencing.
- Migrating without telling clients first. They get a confused install link from a name they don't recognize.
- Charging clients for the switch. Eat the cost yourself if there is any. A migration is a quality decision, not a billing event.
- Killing the old platform too fast. 21 days isn't a deadline — it's a guideline. Take 30 if you need it.
- Migrating during peak training season. January and September are bad windows for fitness coaches. Mid-season is calmer.
- Trying to migrate in under 14 days. Works for under 10 clients only. With a real roster, the rushed timeline costs you clients.
Common questions.
If your question isn't here, hit reply on any email we send and we'll answer.
Is the playbook actually free?
Yes. Enter your email and we send you the PDF. The playbook is brand-agnostic — it works for migration to any flat-fee coaching platform, not just Cadence (the app we make).
Will it work if I'm migrating to a platform other than Cadence?
Yes. The 21-day sequencing is the same regardless of destination platform. The per-platform export instructions in Days 1-3 cover Trainerize, TrueCoach, Everfit, MyPTHub, and FitBudd as the source platforms. You can migrate to whichever flat-fee target fits your practice best.
What client-retention rate should I expect during a migration?
Coaches who follow the playbook typically report 95%+ client retention through the transition. The biggest single factor is the announcement framing in Days 8-14 — quality-of-service framing, not cost-saving framing.
What if my clients don't want to install a new app?
The playbook covers the install message that gets compliance up. Two key pieces: framing the new platform as your upgrade (not theirs to manage), and keeping the install step under 60 seconds. PWA-first platforms skip the App Store entirely.
Will you spam me?
No. You'll get one short email a week with switching tips, real coach economics, and what we shipped that week. Unsubscribe with one click — no friction, no retention pitches.